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TO: Mayor Richard C. Irving
FROM: L. Eric Schoeny, P.E. Superintendent of Water and Sewer Maintenance
DATE: September 1, 2020
SUBJECT:
A resolution authorizing the Director of Purchasing to adopt unit prices submitted by Core and Main for the purchase of large Sensus water meters.
PURPOSE:
To provide a means for purchasing large water meters. The meters will be used in new developments and as replacements for worn out meters currently in use.
BACKGROUND:
Section 48-16 of the City of Aurora Code of Ordinances states that the City owns and maintains water meters. For new developments, the permittee pays a fee for the new water meter. When existing meters must be replaced due to normal wear, the customer is not charged for the new meter.
Several years ago the City decided to exclusively use Sensus brand water meters. The decision to use one brand of meter was based on the desire to standardize installation and maintenance. When the Sensus water meters were chosen by Aurora, the City also decided to implement the Sensus Flex Net Advanced Metering Infrastructure (AMI) system. The AMI system transmits data from each water meter via radio transmission to Aurora's Water Billing Division. In 2013 the City of Aurora began a program to change out the existing water meters that are one inch in diameter and less.
The Water Meter Maintenance Division is now working on testing and replacing older inaccurate water meters that are larger than one inch in diameter (large water meters).
On February 9th, 2020 the City's Purchasing Division advertised for a Request for Qualifications (RFQ) for the supply of large water meters. The RFQ included language requiring that any proposed meters must be fully compatible with the City's Flex Net system. While 15 firms viewed the documents from the City's website, on February 24th, 2020 the City's Purchasing Division received one response to the RFQ from Core and Main (formally HD Supply). Core and Main's RFQ was for Sensus water meters. Core and Main is the sole source for Sensus water meters for our region. After review of Core and Main's submittal the City negotiated pricing for water meters ranging in size from 1-1/2 inch to 6 inch in diameter.
Local preference does not apply to Request for Qualifications.
DISCUSSION:
The quantity of water meters needed during any given year is based on demand from private development as well as the need to replace worn out existing meters. Due to the inability to predict exact quantities for the various size meters, it is recommended that an open purchase order be prepared that establishes unit prices for the meters. The unit prices are based on a quote from Core and Main and are valid through August 31st 2023. Funds for these purchases are included in the 2020 budget in account no. 510-4062-511.65-50 in the amount of $920,000 (Water and Sewer Fund).
IMPACT STATEMENT:
This resolution is needed in order to continue providing new large water meters for newly constructed buildings as well as the replacement of worn out existing meters.
RECOMMENDATIONS:
We recommend that the City Council adopt the attached resolution.
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution Authorizing the Director of Purchasing to adopt unit prices for the purchase of large Sensus water meters.
body
WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, on February 24th the Director Purchasing received one response to a request for qualifications for the supply of large water meters that are compatible with the City's existing Advanced Metering Infrastructure. Said submittal was from Core and Main; and
WHEREAS, Core and Main is the sole provider of Sensus water meters; and
WHEREAS, Core and Main submitted pricing for an approximate three year period ending on August 31, 2023. Said pricing is attached hereto as Exhibit A entitled "2020 Quotation for Sensus Omni Water Meters" dated August 17, 2020; and
WHEREAS, the City's 2020 Budget includes funding for these purchases in account number 510-4062-511.65-50 in the amount of $920,000
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the Director of Purchasing is hereby authorized to adopt the unit prices for Sensus brand large water meters in accordance with the price quotation submitted by Core and Main entitled "2020 Sensus Omni Water Meters" dated August 17, 2020 .